SOFTSKILL UNIT II
SOFTSKILL UNIT II
UNIT II
Characteristics of Communication
Communication is the process of exchanging thoughts and ideas. The following are the major
characteristics of communication:
More than one person: It is the foremost need of communication there must be an existence
of more than one person for the exchange of ideas and opinions. Communication cannot take
place with the presence of a single individual. There is a need to have both sender and
receiver for effective communication to take place.
Exchange of Ideas/opinions and thoughts: Communication cannot be done without the
presence of ideas opinions and thoughts. If a person is having an idea in his or her mind then
he or she needs to exchange those ideas with another person. Hence, for communication,
there must be an exchange of ideas, and feelings among two or more persons.
Communication can be Direct and Indirect: Communication can be direct or indirect also.
During direct communication, ideas can be shared face-to-face with each other. While
Indirect Communication is used to interact via other means.
Mutual Understanding: For effective communication, mutual understanding plays a vital role.
It means that the receiver should receive the information in the identical spirit with which the
sender wants to communicate the message.
Dynamic process: Communication is affected by the mood and thinking of the sender and
receiver. The way a message is conveyed and received depends upon the active sensory
organs of the communicator and receiver.
The primary purpose is to get a response: The aim of effective communication is to get
feedback from the receiver and motivate him or her to give the response. It helps to make
communication better an effective.
Types of Communication
There are numerous ways through which people communicate. Majorly communication can
be of two types:
Communication occurs in both verbal and non-verbal forms, such as written, visual, and
listening. It can occur in person, on the internet (on forums, social media, and websites), over
the phone (through apps, calls, and video), or by mail.
The 5 Cs of communication
The sender sends the message and the recipient is the receiver of the message. The process of
communication is never smooth as it is affected by the barriers of communication.
Barriers to effective communication can result in confusion which can lead to incorrect
information being conveyed or miscommunication which can lead to loss of business.
1. Semantic barriers
2. Psychological barriers
3. Organisational barriers
4. Cultural barriers
5. Physical barriers
6. Physiological barriers
Let us study in detail about the various types of barriers to effective communication.
Semantic barriers: Semantic barriers are also known as language barriers. These barriers are
caused due to improper communication between the sender and the receiver. The following
instances of semantic barriers can be witnessed in communication.
Poor quality of message: Message when communicated should be precise and easy to
understand, that makes it easy for the receiver to grasp the information conveyed.
Sometimes, due to the lack of clarity or complexity of the way of providing information from
the sender, there can be a case of semantic barriers.
For e.g. A manager is conversing in English to a group of workers who understand and speak
Bengali. It will create confusion among workers as they will not be able to understand what is
being conveyed by the manager.
Technical language: Language barriers also arise when the sender of the message is speaking
in technical terms while the receiver is unaware of the terms. It creates confusion and
misunderstanding between the sender and receiver by acting as a barrier to effective
communication.
Here are some instances where psychological barriers to communication can be seen.
1. Premature evaluation of information by the receiver even before it is transmitted can lead
to barriers in communication, as it will create premature conclusion to the message, which
withholds the original message.
2. Inadequate attention from the receiver’s end at the time of communication can lead to
barriers of communication as the information conveyed by the sender is not properly received
by the receiver.
3. When information is passed within multiple sources, the final information is distorted as
the receivers of the message are not able to retain everything that was conveyed. This can
cause communication barriers.
Organisational barriers: Organisational barriers are those barriers that are caused due to the
structure, rules and regulations present in the organisation. The various types of barriers that
can be encountered due to superior subordinate relationships where the free flow of
communication is not possible.
Sometimes the complexity of organisational structure and multiple managers make it difficult
to convey information properly, and the information gets distorted leading to
miscommunication.
Cultural barriers: Cultural barriers are those that arise due to lack of similarities among the
different cultures across the world. A term that can be harmless in one culture can be
regarded as a slang in another culture. Moreover, various beliefs can differ from one culture
to another.
Physical barriers: Physical barriers to communication are those that arise due to certain
factors like faulty equipment, noise, closed doors and cabins that cause the information sent
from sender to receiver to become distorted, which results in improper communication.
Physiological barriers: Physiological barriers arise when a sender or the receiver of the
communication is not in a position to express or receive the message with clarity due to some
physiological issues like dyslexia, or nerve disorders that interfere with speech or hearing.
The Internet is a global network of billions of computers and other electronic devices. With
the Internet, it's possible to access almost any information, communicate with anyone else in
the world, and do much more.
You can do all of this by connecting a computer to the Internet, which is also
called going online. When someone says a computer is online, it's just another way of saying
it's connected to the Internet.
What is the Web?
The World Wide Web—usually called the Web for short—is a collection of
different websites you can access through the Internet. A website is made up of related text,
images, and other resources. Websites can resemble other forms of media—like newspaper
articles or television programs—or they can be interactive in a way that's unique to
computers.
At this point you may be wondering, how does the Internet work? The exact answer is
pretty complicated and would take a while to explain. Instead, let's look at some of the most
important things you should know.
It's important to realize that the Internet is a global network of physical cables, which can
include copper telephone wires, TV cables, and fiber optic cables. Even wireless connections
like Wi-Fi and 3G/4G rely on these physical cables to access the Internet.
When you visit a website, your computer sends a request over these wires to a server. A
server is where websites are stored, and it works a lot like your computer's hard drive. Once
the request arrives, the server retrieves the website and sends the correct data back to your
computer. What's amazing is that this all happens in just a few seconds!
One of the best features of the Internet is the ability to communicate almost instantly with
anyone in the world. Email is one of the oldest and most universal ways to communicate and
share information on the Internet, and billions of people use it. Social media allows people to
connect in a variety of ways and build communities online.
There are many other things you can do on the Internet. There are thousands of ways to keep
up with news or shop for anything online. You can pay your bills, manage your bank
accounts, meet new people, watch TV, or learn new skills. You can learn or do almost
anything online.
INTRANET
An intranet is an internal communications and collaboration platform used by companies of all
sizes and industries. It's a secure network for a company's employees and trusted partners to share
information, communicate well, and work together effectively.
Benefits of an intranet
Implementing an intranet doesn’t just help employees stay connected and organized—it
can actually transform the efficiency and productivity of an entire organization. Here are some of
the biggest benefits of an intranet:
Uses of an intranet
An intranet is a versatile and powerful tool that can change the way an organization operates.
They can help with communication, collaboration, automating tasks, and supporting remote
work, providing many benefits for organizations. Here are just some of the ways that companies
use an intranet:
To send an email:
Electronic Mail (e-mail) is one of most widely used services of Internet. This service
allows an Internet user to send a message in formatted manner (mail) to the other Internet
user in any part of world. Message in mail not only contain text, but it also contains images,
audio and videos data. The person who is sending mail is called sender and person who
receives mail is called recipient. It is just like postal mail service. Components of E-Mail
System : The basic components of an email system are : User Agent (UA), Message
Transfer Agent (MTA), Mail Box, and Spool file. These are explained as following below.
1. User Agent (UA) : The UA is normally a program which is used to send and receive
mail. Sometimes, it is called as mail reader. It accepts variety of commands for
composing, receiving and replying to messages as well as for manipulation of the
mailboxes.
2. Message Transfer Agent (MTA) : MTA is actually responsible for transfer of mail
from one system to another. To send a mail, a system must have client MTA and system
MTA. It transfer mail to mailboxes of recipients if they are connected in the same
machine. It delivers mail to peer MTA if destination mailbox is in another machine. The
delivery from one MTA to another MTA is done by Simple Mail Transfer Protocol.
3. Mailbox : It is a file on local hard drive to collect mails. Delivered mails are present in
this file. The user can read it delete it according to his/her requirement. To use e-mail
e
system
stem each user must have a mailbox . Access to mailbox is only to owner of mailbox.
Spool file : This file contains mails that are to be sent. User agent appends outgoing
mails in this file using SMTP. MTA extracts pending mail from spool file for their
delivery
o Audio Conference
o Video Conference
o Web Conference
o They can help people work more productively and engage with co-workers,
associates, and customers more effectively in the workplace.
o Reduced travel fares, particularly for staff coaching, and shorter project timelines that
improve teamwork are some of the real advantages of video conferencing for
businesses.
o More effective encounters with clients, both inside and outside of enterprises.
o Face-to-face conversation enhances communication on a personal level and enables
individuals to develop better relationships with people they have never actually
encountered in person.
o The team is more engaged using video conferencing before, during, and after
meetings.
o Users can use non-verbal signifiers on video that are missed during audio chats,
illuminating the discourse.
o In addition to fostering a culture of collaborative meetings within your association,
video conferencing software is a foundation for engaging today's digital labour
market.
o Some learners may become lethargic as they can take their lectures from home, thus
lacking self-discipline.
o The lack of communication between students and educators or within the student
body.
o The received image and sound may suffer from the technology. If a picture moves
jerkily, body language can be missed. The sound may also have a delay.
o Face-to-face interaction ambiance is eliminated.
o When used for meetings, video conferencing works much better when the attendees
are familiar.
o Since it is possible to gain access to a personal VC meeting, confidentiality may be
jeopardized.
AUDIO CONFERENCE
A few initiatives that the Government of India has taken to enhance the quality and reach of
higher education are below.
It is an online platform designed to provide the best quality education, and anyone can access
it anytime with an IT system. SWAYAM initiative allows sharing of quality education with
everyone, thus bringing equity, and the AICTE and MHRD developed it with the assistance
of Microsoft. It has the capability of hosting 2000 courses and various professional
programmes, and Indian experts have designed all the courses on the SWAYAM platform.
Students can take all programmes on SWAYAM free of cost. If they require a certificate,
they can acquire it by paying a small fee.
2. SWAYAM Prabha
It is one of the digital initiatives in higher education developed by the Ministry of Human
Resource Development under its NMEICT to provide a framework for an online repository of
learning resources. NDL collects metadata from top educational institutions in India and
abroad. It holds the content of all languages and provides interface support for leading Indian
languages. This digital initiative’s objective is to collect, preserve and disseminate
intellectual content of the country and provide access to students of all educational levels.
5. E-Yantra
Learn the best tips for teachers and educators who want to take their classes, school,
coaching, or institute online.
6. e-Shodh Sindhu
The e-Shodh Sindhu is a digital initiative of MHRD formed on the recommendations of the
Expert Committee by merging three consortia initiatives. So many e-books and international
electronic journals have been made available to all higher education institutions through this
initiative. It provides access to the best education in the world using digital technology.
7. Talk To A Teacher
It is an initiative of the National Mission on Education and receives funding from MHRD. Its
objective is to provide selected graduate and post-graduate courses by professionals and
scholars. Registration is not essential because it does not have any certification process. It
uses A-view collaboration tools to provide the facility of virtual classrooms to the faculty in
the country. Talk to a Teacher digital initiative covers Humanities and Social Science
disciplines with Computer Science and Engineering.
8. E-Acharya
It is also known as the Integrated e-Content Portal and is an official repository of all the
content produced under NMEICT. This portal also has the metadata of all the content and can
become a vertical form of the National Digital Library (NDL). This digital initiative gets
backed by a robust 24×7 Data Centre.
9. E-Vidwan
It is one of the best digital initiatives taken up by the Information and Library
Network(INFLIBNET) centre that gets financial support from NMEICT. It collects profiles
of scientists and research scientists working in R&D organisations in India and abroad,
establishes direct communication with the experts and creates a platform for information
exchange among the scientists. The e-Vidwan database helps you to choose experts for
various committees and task forces established by the Govt. It assists the policymakers and
funding agencies in policy intervention and decision making.
It is an award-winning content portal digital initiatives. One can learn various free and open-
source software by oneself with the help of Spoken Tutorial. Anybody with a computer and
an interest in learning can acquire knowledge from any place in their comfortable language.